YOU tries to meet the highest standards when collecting and using personal information in accordance with data protection law.
This privacy notice tells you about how we collect and uses personal information. It applies to information we collect about:
- People who use our services, or request a service from us. We have to hold personal information in order to be able to provide that service.
- Anyone who wishes to make a complaint
- Job and volunteer applicants
- Visitors to our websites
Every service within YOU has its own Privacy Notice which we provide to those who use our services a soon as we start to work with them.
How we use your information
We use personal information to:
- Deliver care, support, advice and counselling services
- Check the quality of services and developing future services.
- Report on our work to those who contract with us to deliver services through statistical data. Statistics are used in such a way that individuals cannot be identified.
- Carry out requirements under the law such as health and safety, employment law and the safeguarding of vulnerable children and adults.
- Deal with rent, payments from those with whom we contract for services and payroll
- Help investigate any concerns or complaints you make
If you email us
Any email sent to us, including any attachments is monitored and used by us for reasons of security and for monitoring compliance with YOU’s policies. Email monitoring or blocking software is also used. YOU uses a secure email service for sending personal data outside of the organisation to third parties which subscribe to the same service. We do not pass on your e mail address to any third party without your express permission.
If you contact us on social media
We use social media to tell you about our work and for you to give us feedback or make contact including through direct messages, which are private, and through posts which are public to other social media users. The information you provide via social media is subject to the social media service providers’ privacy notices and policies.
If we receive a complaint
We collect personal information when we receive and investigate a complaint. We will only use your information to resolve your complaint. We provide reports to our Board and to those who contract with us on complaints received but not in a way which would identify you. We will keep personal information contained in complaint files in line with our retention policy, which is available on request. Information relating to a complaint will normally be retained in a secure environment for up to 7 years from when the complaint is resolved.
If you apply to work or volunteer for us
When you apply to work or volunteer for us, a privacy notice will be given to you. We will use your personal data to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure & Barring Service we will not do so without informing you beforehand unless the disclosure is required by law.
If you start work with us or volunteer your employment file will contain personal data and a privacy notice will be given to you once you start with us.
If you visit our website
If you visit YOU’s website www.theyoutrust.org.uk to view a page or download a form we will collect the following information automatically:
- the domain name (if available) and IP address from which you accessed our site
- the date and time you visited
- the pages you viewed
- the type of browser and operating system you used
This information helps us to improve the service offered to you by the website and the information is processed in such a way that does not identify you. We use a third party service, Google Analytics, to collect this information. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
How do we make sure the information you give us is kept securely?
We make sure that the personal information we have about you whether in paper format or electronically is kept securely and only used by people who have a right to see it. All staff and volunteers undertake training in Data Protection and abide by YOU’s Data Protection Handbook.
YOU shares your data with some third parties that process data on our behalf to be able to provide you with a service. This includes software providers with whom we contract for case management, rota management and lone working systems for staff safety. These organisations are under a duty of confidentiality and must implement appropriate technical and organisational measures to ensure the security of data.
How long do we keep your personal information?
We keep your personal data in line with YOU’s data retention policy and we will not keep your information longer than necessary.
How do you access your personal information?
You can find out what personal information we hold about you by making a ‘subject access request’. You can also ask us to correct any mistakes in the records we hold about you.
Subject access requests should be made to:
The Chief Executive
The YOU Trust
South Wing
Admiral House
43 High Street
Fareham
PO16 7BQ
What about CCTV images of me?
Some services within YOU use CCTV. You also have the right to see CCTV images of yourself and be provided with a copy. You can ask to see CCTV images by making a subject access request as detailed above.
Who do you share my information with?
Your data will be treated as confidential and will only be shared internally, including with staff and volunteers who work within the service and their manager, their line managers in the charity, the finance, human resources and central administration department and the IT staff who need access to data in order to perform their roles.
Occasionally information from people who use our services could be shared with our Human Resources team if this relates to a matter pertaining to a member of staff or volunteer who is working with you.
YOU shares your data with some third parties that process data on our behalf to be able to provide you with a service. This includes software providers with whom we contract for case management, rota management and lone working systems for staff safety. These organisations are under a duty of confidentiality and must implement appropriate technical and organisational measures to ensure the security of data.
Sometimes we need to share your data as part of our work with you and on your behalf. Where this happens we will ask for your express consent to share this information and will only share it with those named individuals for as long as we provide you with a service. This will be through a “Permission to Share” form. There are occasions when we have to share information with a third party such as the police or housing benefit where the law requires us to do so.
We share information with your permission in writing, e mail, or verbally and where possible we would use secure e mail to communicate with anyone outside of YOU.
YOU does not transfer your data to countries outside of the European Economic Area.
More information
If you would like a copy of this Privacy Notice or more information please contact:
The Chief Executive
The YOU Trust
South Wing
Admiral House
43 High Street
Fareham
PO16 7BQ
